Approval rules

This function enables the Bank AdministratorAdministrator is a set of individuals that administer the applicant/Affiliate entity. For example, Accountants, Authorized Signatories for organizations, Power of Attorney for individuals. to set up conditions for approval as per the bank/corporate requirements. Rule can be set up for financial transactions, non-financial, non account financial transactions, and for maintenances. Flexibility exists to define approval rules with conditions stating that ‘specific transaction’ if initiated by a ‘specific user/ user group’ has to be approved by a ‘specific approver/approver group’ along with other attributes like amount range etc.

Prerequisites:

• Transaction access is provided to Bank Administrator
• Party preference is maintained for setting up rules for corporates
• Corporate and Administrator users are maintained
• Workflow configuration is maintained if approval required is to be set as ‘Yes’
• Approval rule set up for Bank Administrator to perform the actions
• Necessary user groups and approval workflows are maintained

Features supported in application

The Approval Rule maintenances allow the bank administrator to:

• Create Approval Rules
• View Approval Rules
• Edit Approval Rules
• Delete Approval Rules

Workflow

How to reach here:

System/ Bank Administrator Dashboard > Toggle Menu > Approvals > Rule Management > Approval RulesRules are set of application instructions to form the logic and basis of calculation across various modules. Multiple conditions can be set in a single Rule ID. These rules are used across modules to calculate interest rates, service charges, and so on.
OR
Bank Administrator Dashboard > Approvals > Rule Management

Approval Rules – Select User Type

Bank Administrator logs into the system and navigates to the Rule Management screen. On accessing the ‘Approval Rules Management’ menu, Bank Administrator has to select the user type for which the rules are to be maintained.

Approval Rules – Select User Type

• Click Admin User to access the Approval Rules of Bank Administrator users. The Admin Approval Rules screen appears.
• Click Corporate User to access the Approval Rules of Corporate users. The Approval Rules screen appears.

Approval Rules - Admin User - Admin Approval Rules

• Click Create to create new admin workflow. The Admin Approval Rules – Create screen appears.
  OR
  Enter the search parameters and click Search to search the matching records.
  OR
  Click Cancel to cancel the operation and navigate the user back to ‘Dashboard’.
  OR
  Click on ‘Clear’ to clear the input search parameters.
  

Admin Approval Rules – Search

Approval rules maintained (if any) for administrator users are displayed on the screen after searching with valid input. User can view the details of existing rule or can create new approval rule using this screen.

To search the approval rules for admin users:

1. In the Admin Approval Rules screen, enter the search parameters and click Search. The Admin Approval Rules screen with search results appears based on the searched criteria.

• Click the Rule code link, to view details of the selected Approval Rule. The Approval Rules - View screen appears.
  OR
  Click Create to create new Approval Rules for admin users.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to go back to previous screen.

Admin Approval Rules – View

Further drill down is given on the each workflow to view the details of the users/ user groups who are the part of workflow.

To view the admin approval rules:

1. In the Admin Approval Rules screen, click the Rule Code link, for which user wants to view the details. The Admin Approval Rules - View screen appears.

2. Click Edit to edit the approval rule. The Admin Approval Rule - Edit screen with values in editable form appears.
   OR
   Click Delete to delete the approval rule.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
   OR
   Click Back to go back to previous screen.
   

The application will prompt the administrator with a deletion message, Click Yes to confirm.
User is directed to Admin Approval Rule – Delete confirmation page.

Admin Approval Rules – Create

Approval rules can be setup based on the following parameters.

• Transactions
• Initiator
• Specific User
• User Group

Bank Administrator can create multiple approval rules for Administrator users. In a scenario when a transaction is initiated and multiple rules are applicable as per set conditions, then the complex rule amongst all the applicable rules is applied for approval.

User can further define if for a condition, the transaction should be auto approved (which means there is no approval workflow and the transaction gets approved as soon as initiator submits the transaction) or should follow a set approval workflow and should get approved by the defined set of approvers. The same is achieved by attaching a workflow maintained for the administrator users.

To create an approval rule:

1. In the Admin Approval Rules screen, click Create. The Admin Approval Rules - Create screen appears.

2. In the Rule Code field, enter the code.
3. In the Rule Description field, enter the rule name.
4. From the Initiator Type field, click appropriate user / user group and select the user/ user group.
5. From the Transaction list, select the transactions to be mapped to the rule.
6. In the Workflow Details section, select whether approval is required for the mapped transactions.
1. If you select Yes option, select the appropriate Workflow.
7. Click Save to save the approval rule.
   
   OR
   
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
   
   OR
   
   Click Back to go back to previous screen.
8. The Approval Rule - Create Review screen appears. Verify the details, and click Confirm.
   
   OR
   
   Click Cancel to cancel the operation and navigate back to the ‘Dashboard’.
   
   OR
   
   Click Back to go back to previous screen.
9. The success message of saving the created approval rule appears along with the transaction reference number and status.
   Click OK to complete the transaction and navigate back to ‘Dashboard’.

Admin Approval Rules - Edit

Bank Administrator can edit the approval rules. An Administrator is allowed to change the description of the rule and is also allowed to change the parameters associated with the specific approval rule.

Edited rules are applicable for new transactions initiated post rule update. Previously initiated transactions which are pending approval will follow a rule which was applied at the time of transaction initiation.

To edit an approval workflow:

1. In the Admin Approval Rules screen, click the Rule Code link, for which you want to view the details. The Admin Approval Rules - View screen appears.
2. Click Edit. The Admin Approval Rules - Edit screen appears.

• Edit the required details.
• Click Save to save the approval rule.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to cancel the operation and to go back to previous screen.
• The Admin Approval Rule - Edit Review screen appears post necessary validations. Verify the details, and click Confirm.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to cancel the operation and to go back to previous screen.
  
• The success message of saving the approval rule modification appears along with the transaction reference number and status.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

Approval Rules - Corporate User - Approval Rule

Approval Rules - Corporate User - Search

System displays a screen to enter the party ID or party name to search the approval rules that are maintained.

User can enter the party ID (if known) or the party name with a minimum of 5 characters.

System matches the input provided by the user with the party name records and displays the matching party records.

In case of a party search by party ID, it is an exact match and system displays the rules maintained if any.

In case of a party search by name, system displays the matching party records. The records have parties listed with both PartyA party is any individual or business entity having a banking relationship with the bank. ID and Party Name information. User can select the record by clicking on the Party ID from the list.

To search the approval rules for corporate users:

• In the Approval Rules screen, enter the party ID in the In the Party ID field.
  OR
  In the Party Name field, enter the party name.
• Click Search to search the matching records. The Approval Rules screen with search results appears based on the searched criteria.
  OR
  Click Cancel to cancel the operation and navigate the user back to ‘Dashboard’.
  OR
  Click ‘Clear’ to clear the input search parameters.

Note: The Approval rule - Corporate User - Party Search Results screen appears only if no approval rule is created, else the search results displays the approval rules already created by the party.

Approval Rules - Corporate User - Party Search

• Click the Party ID link, to view details. The Approval Rule - Summary screen appears.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  

Approval Rule – Summary

• Click the Rule code link, to view details of the selected Approval Rule. The Approval Rules - View screen appears.
  OR
  Click Create to create new Approval Rule for corporate users.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to go back to previous screen.

Approval Rule – Corporate User - Create

Bank Administrator can create approval rules for the corporate users. Administrator is allowed to create an approval rule only if the party preference is maintained and party is in active status.

Approval rules can be setup based on the following parameters.

• Type of Transaction
• Financial Transactions
  • This option is used to setup approval rules for the transactions, this involves exchange of money.
  • E.g. Money Transfer, Draft Issuance, Redeem Term Deposit etc.
• Non Financial Transactions
  • This option is used to setup approval rules for the transaction which are for an account, but does not involve exchange of money.
  • E.g. Cheque Book Request, Statement Request, Stop Cheque etc.
• Maintenance
  • This option is used to setup approval rules for the transaction which are at the party level and not for a specific account
  • E.g. Payee Maintenance, Biller Maintenance etc.
• Administration
  • Option is used to setup approval rules for the maintenances which corporate administrator can initiate. These are mainly configurations related transactions for that corporate
  • E.g. Account-Transaction mapping, Approval related maintenances etc.
• Non Account Financial Transactions:
  • This option is used to setup approval rules for the transaction with amount range and no debit account
  • E.g.Initiate LC, Supply Chain Finance related transactions like create Invoice.
• Initiator
• Specific User
• User Group
• Accounts
• Transactions
• CurrencyA generally accepted form of money, including coins and paper notes, which is issued by a government and circulated with in an economy.
• Amount Range

Administrator can create multiple approval rules for party users. In a scenario when a transaction is initiated and multiple rules are applicable as per set conditions, then the complex rule amongst all the applicable rules is applied for approval.

User can further define if for a condition, the transaction should be auto approved (which means there is no approval workflow and the transaction gets approved as soon as initiator submits the transaction) or should follow a set approval workflow and should get approved by the defined set of approvers. The same is achieved by attaching a workflow maintained for the corporate party.

To create an approval rule for corporate user:

• In the Approval Rules screen, enter the search parameters and click Search. The Approval Rules screen with both Party ID and Party Name appears.
  
• Click the Party ID link, to view details. The Approval Rule - Summary screen appears.
• Click Create. The Approval Rules - Create screen appears.
  

4. In the Rule Type field, select the appropriate transaction rule type.
5. In the Rule Code field, enter the code.
6. In the Rule Description field, enter the rule name.
7. From the Initiator Type field, click appropriate user / user group and select the user/ user group.
8. From the Transaction list, select the transactions to be mapped to the rule.
9. From the Accounts list, select the appropriate account, if you have selected Financial option in the Rule Type field.
10. From the Currency list, select the appropriate account currency, if you have selected Financial option in the Rule Type field.
11. In the Amount Range section, enter the appropriate amount if you have selected Financial and Non Account Financial option in the Rule Type field.
12. In the Workflow Details section, select whether approval is required for the mapped transactions.
13. If you select Yes option, select the appropriate Workflow.
14. Click Create to save the approval rule.
    OR
    Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
    OR
    Click Back to go back to previous screen.
15. The Approval Rule - Create - Review screen appears. Verify the details, and click Confirm.
    OR
    Click Cancel to cancel the operation and navigate back to the ‘Dashboard’.
    OR
    Click Back to go back to previous screen.
16. The success message of saving the created approval rule appears along with the transaction reference number and status.
    Click OK to complete the transaction and navigate back to ‘Dashboard’.

Approval Rules – Corporate User – Rule Summary

Bank Administrator logs into the system and navigates to the Rules Management screen, and searches the party. On accessing the party ID, approval rules maintained (if any) for the party mapped to the user are displayed on the screen. User can opt to view the details of existing rules or can create new approval rule using this screen.

How to reach here:

Dashboard > Toggle Menu > Approvals > Rule Management > Corporate User > Search Party > View Rule summary

Approval Rule – Summary

• Click the Party ID link, link, to view details. The Approval Rule - Summary screen appears.
  

Approval Rule – Summary

• Click the Rule code link, to view details of the selected Approval Rule. The Approval Rules - View screen appears.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to go back to previous screen.
  OR
  Click Create to create new Approval Rule for corporate users.
  

Approval Rules - View

On accessing ‘Rules Management’ menu option, and searching rules by providing party ID, summarized view of all the approval rules maintained (if any) for the party are displayed on the screen. Further drill down is given on the each rule to view the details of approval rule.

To view the approval rules for corporate users:

1. In the Approval Rules screen, enter the search parameters and click Search. The Approval Rules screen with both Party ID and Party Name appears.
   
2. Click the Party ID link, to view details. The Approval Rule - Summary screen appears.
3. Click the Rule Code link, for which you want to view the details. The Approval Rules - View screen appears.

4. Click Edit to edit the approval rule. The Approval Rule - Edit screen with values in editable form appears.
   OR
   Click Delete to delete the approval rule.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
   OR
   Click Back to go back to previous screen.
   The application will prompt the administrator with a deletion message, Click Yes to confirm.
   User is directed to Admin Approval Rule – Delete confirmation page.
   

Approval Rules - Edit

Bank Administrator can edit the approval rules. An administrator is allowed to change the description of the rule and is also allowed to change the parameters associated with the specific approval rule.

Modifications in approval rule are allowed only if the party preference is in active status.

Edited rules are applicable for new transactions initiated post rule update. Previously initiated transactions which are pending approval will follow a rule which was applied at the time of transaction initiation.

To edit an approval workflow:

1. In the Approval Rules screen, enter the search parameters and click Search. The Approval Rules screen with both Party ID and Party Name appears.
   
   
2. Click the Party ID link, to view details. The Approval Rule - Summary screen appears.
3. Click the Rule Code link, for which you want to view the details. The Approval Rules - View screen appears.
4. Click Edit to edit the approval rule. The Approval Rule - Edit screen with values in editable form appears.

• Edit the required details.
• Click Save to save the approval rule.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Back to cancel the operation and to go back to previous screen.
• The Approval Rule - Edit Review screen appears post necessary validations. Verify the details, and click Confirm.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard'.
  OR
  Click Back to cancel the operation and to go back to previous screen.
• The success message of saving the approval rule modification appears along with the transaction reference number and status.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

FAQs

How many approval levels can I set up in the system?

Administrator can set up minimum one and maximum five levels of approvals as a part of approval workflow. Whereas, maximum levels of approvals that the user can set is configurable as Day0.

Which approval rule will get applied when multiple applicable approval rules are found for specific transaction?

In a scenario when a transaction is initiated and multiple rules are applicable as per set conditions, then the complex rule amongst all the applicable rules is applied for approval.

What happens to the approval process when approval rule gets edited and a transaction is pending with one of the approver for approval?

Edited rules are applicable for new transactions initiated post rule update. Previously initiated transactions which are pending for approval will follow a rule which was applied at the time of transaction initiation.

What happens if the transaction is initiated in the currency in which approval rule is not maintained?

If the rule is not maintained in specific currency, then the approval rule set in the local currency for the transaction and amount combination will be applied.

What happens if the approval rule in local currency is not maintained in above scenario?

If the approval rule is not set for both transaction currency and local currency, then transaction cannot be initiated.

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